Executive Assistant

2 weeks ago

Cochrane, Canada Casually Professional Real Estate for Royal LePage Benchmark Full time

**Job Summary**:
**Key Responsibilities**:
**Administrative Support**:

- Manage the Realtor’s calendar, including scheduling client meetings, property showings, and other appointments. This includes updating Key Performance Metrics to update dashboard
- Prepare and process real estate documents, contracts, and addenda with accuracy and attention to deadlines.

**Client Coordination**:

- Serve as a point of contact for clients, providing updates, gathering necessary information, and ensuring excellent customer service.
- Schedule and confirm property showings, open houses and inspections.
- Coordinate and Prepare Client gifts

**Listing Marketing Management**:

- Assist in preparing and distributing marketing materials, flyers, listing presentations, and property brochures.
- Prepare and manage online listings on MLS, ensuring accurate and up-to-date information.
- Coordinate professional photography, staging, and virtual tours for listings.

**Transaction Management**:

- Track and manage all active transactions, ensuring all deadlines and compliance requirements are met.
- Maintain organized files of all transaction documents and assist with contract compliance checks.

**Lead Management and CRM Maintenance**:

- Manage the Realtor’s CRM system, inputting new leads, updating contact information, and tracking client interactions.
- Managing, maintaining and executing the Lifetime Referral Program
- Assist in lead generation activities such as follow-ups, prospecting, and nurturing potential clients.

**Event and Open House Coordination**:

- Plan and coordinate open houses, client appreciation events, and community outreach activities.
- Prepare property signage, promotional materials, coordinate logistics and approvals for events.
- Participate in Open Houses and Events, representing Casually Professional.

**Expense and Office Management**:

- Track and manage expenses and assist with budgeting for marketing activities.
- Ensure the office is well-organized, stocked with supplies, and equipped with functioning technology.

**Support Realtor® Business Development**:

- Conduct market research, gather neighborhood and property data, and assist in preparing comparative market analysis reports.
- Support the Realtor® with presentations, proposals, and data needed for client consultations.

**Marketing, Social Media, and Online Advertising**:
Social Media Management:

- Develop and execute a comprehensive and strategic social media strategy to promote listings, brand awareness, and engagement across platforms such as Facebook, Instagram, LinkedIn, and TikTok.
- Create, schedule, and post engaging content, including photos, videos, infographics, and stories to highlight the brand, properties and market updates.
- Monitor social media accounts for inquiries, comments, and messages, responding promptly and professionally.

Content Creation:

- Design marketing materials (print and digital), including property flyers, listing presentations, and digital graphics.

Online Advertising:

- Develop and manage online advertising campaigns, including Google Ads, Facebook Ads, and Instagram promotions, to generate leads and promote listings.
- Monitor ad performance, adjust strategies based on analytics, and provide reports on campaign effectiveness and ROI.

Analytics and Reporting:

- Track social media metrics and website analytics to gauge the success of campaigns and adjust tactics accordingly.
- Prepare regular reports on marketing performance, including insights and recommendations for improvement.

**Qualifications**:

- **Education**: High school diploma required; Further education and training will be provided internally
- **Experience**: Minimum of 2-3 years of experience in a similar fast-paced client forward environment.

**Skills**:

- **Proficient in Microsoft Office Suite**: Advanced skills in Microsoft 365 for document preparation, data analysis, and efficient communication.
- **Attention to Detail**: Exceptional accuracy in handling contracts, regulatory requirements, and transaction documents, ensuring compliance and zero room for error.
- **Excellent Communication Skills**: Strong verbal and written communication skills to effectively interact with clients, vendors, and other stakeholders.
- **Quick Learner with Technical Aptitude**: Ability and eagerness to learn new software systems, such as real estate CRMs, transaction management platforms, and marketing tools, ensuring smooth integration of new technologies into daily workflows.
- **Social media and Digital Marketing Expertise**: Familiarity with content creation tools (Canva, Adobe Creative Suite) and online advertising platforms (Google Ads, Facebook Ads).
- **Strong Organizational Skills**: Ability to manage multiple tasks, prioritize effectively, and maintain organized records and files.
- **High Level of Integrity**: Trustworthy and capable of handling sensitive and confidential information with discretion.

**Attributes**:

- Self-mo

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